--- title: "Documents to Process Overview" slug: "documents-to-process" description: "Upload PDF or scanned AP invoices and credit memos to Documents to Process for review and transaction creation." updated: 2026-08-17T16:07:03Z published: 2026-08-17T16:07:03Z canonical: "docs.restaurant365.com/documents-to-process" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # Documents to Process Overview [Documents to Process](/doc/docs/documents-to-process-page) is a centralized workspace in accounting that stores uploaded images and PDFs for future processing. These documents are used to create or support accounting transactions, such as AP invoices and credit memos, or to attach documents to supported transactions. Documents enter the queue through various [upload methods](/doc/docs/documents-to-process-upload-methods) and remain available until they are process, attached, archived, or deleted. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FRS77YOD.png) > This article references the [**new Draft Transaction experience**](/doc/docs/draft-transaction-details-update-2025), which is available to all users. > > Learn more about the [**New Draft Transaction Screen**](/doc/docs/draft-transaction-details). > > View **l**[**egacy Draft Transaction documentation**](/doc/docs/draft-transaction-sidesheet). --- ## Documents to Process Capabilities Documents to process provides a single place to manage documents. It helps teams collect, review, and use documents throughout the transaction lifecycle. Documents to process supports: - [Uploading](/doc/docs/documents-to-process-upload-methods) and storing invoices and credit memos, in PDF or image format - Creating AP Invoices and credit memos from uploaded documents - Using [Capture AI](/doc/docs/ap-capture-ai) or [AP Capture pro](/doc/docs/ap-capture-pro) to extract invoice data and reduce manual entry - [Assigning, prioritizing, and tracking](/doc/docs/documents-to-process-how-to-process-uploaded-files) documents that need review or action - [Managing documents](/doc/docs/manage-documents-in-documents-to-process) in Documents to process (including: [split](/doc/docs/manage-documents-in-documents-to-process#split-a-document-in-documents-to-process), [merge](/doc/docs/manage-documents-in-documents-to-process#merge-documents-in-documents-to-process), [archive](/doc/docs/archive-a-document-in-documents-to-process), [edit](/doc/docs/manage-documents-in-documents-to-process#edit-a-document-in-documents-to-process), [reset](/doc/docs/reset-document-in-docs-to-process), and [delete](/doc/docs/delete-a-document-in-documents-to-process)) - Splitting an already-processed document now automatically performs the same reset a user would otherwise have to trigger manually via [Reset](/doc/docs/reset-document-in-docs-to-process) first — no separate action is required. Manually resetting a document before splitting it is still fully supported and unaffected for documents that aren’t yet processed. - [Attaching documents to existing supported transactions](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process) for reference and record keeping --- ## How Documents to Process Fits into the Transaction Lifecycle Documents to process functions as an intake area within accounting. It allows documents to enter the system from multiple sources and to be processed in a centralized location. 1. Documents are [uploaded](/doc/docs/documents-to-process-upload-methods) to Documents to Process by managers, accounting staff, or by vendors ([using the dedicated email address](/doc/docs/documents-to-process-uploading-files-with-ap-automation)). 2. Documents are [reviewed, prioritized, and assigned](/doc/docs/documents-to-process-how-to-process-uploaded-files) as needed. 3. Documents are either: 1. Used to create new AP invoices or credit memos, or 2. [attached to existing transactions](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process). 4. Once processed, documents are stored with the transaction record for reference. --- ## Documents to Process Settings Certain system and user settings directly affect how Documents to Process behaves. ****System Preferences**** The following settings, located on the Miscellaneous tab of System Preferences, impact Documents to Process: - **Duplicate AP Invoice and Credit Memo Numbers**: Determines how a duplicate document number from the same vendor is handled for AP Invoices and AP Credit Memos. Options include: - **Allowed**: A document with the same transaction number and vendor as an existing document **saves with no warning** in the [Draft Transaction screen.](/doc/docs/draft-transaction-sidesheet) - **Not Allowed**: A document with the same transaction number and vendor as an existing document **cannot** **save**. The [Draft Transaction screen](/doc/docs/draft-transaction-sidesheet) flags the number field and displays a banner stating the number is already in use. - **Allowed with Warning**: A document with the same transaction number and vendor as an existing document saves, but a warning alerts the user that a document with that number already exists for the vendor. > The alert applies only to completed transactions (approved or unapproved) and excludes drafts or other documents in Docs to Process with the same transaction number. - **Always Require OCR Verification:** Controls whether transactions processed by OCR must be reviewed by a user. When enabled, transactions must be reviewed and created by selecting **Create** in the [Draft Transaction Details](/doc/docs/draft-transaction-sidesheet). When disabled, fully mapped documents without issues create transactions automatically. > This setting is only available when [AP Capture AI](/doc/docs/ap-capture-ai) is enabled. - **Automatic OCR Processing:** Controls whether OCR processing starts automatically when a document is uploaded or if it must be started manually. When enabled, documents are automatically processed upon upload. When disabled, documents remain on the [Documents to Process page](/doc/docs/documents-to-process-page) until processing is in initiated using the **Create** button. > This setting is only available when [AP Capture AI](/doc/docs/ap-capture-ai) is enabled. - **Consolidate GLs on Draft Transactions:** Consolidates lines items that share a GL account and location into one line item in the Draft Transaction screen. > This setting is only available when [AP Capture AI](/doc/docs/ap-capture-ai) is enabled. - **Require Location Selection on Upload**: Makes location selection required on manual AP invoice and credit memo uploads. When enabled, the Location field must be completed before uploading; email and FTP uploads are not affected. Available only when AP Capture AI is enabled. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZLPIT0VM.png) ****User Preferences**** User-specific preferences determine how certain actions behave when working in Documents to Process. **Create Button Experience:** Controls whether the Create action opens the [accounting invoice experience](/doc/docs/ap-invoice-record) or the [operations invoice experience](/doc/docs/ap-invoices-and-credit-memos-split-view) for users with access to both. > This option is only displayed for users with both create invoice permissions: > > - Accounts Payable → AP Invoices → Create AP Invoices > - Food → AP Invoices → Create AP Invoices ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BM0NUI9N.png) --- ## Security **The following permissions are associated with Documents to Process:** - Food - Docs to Process - View Docs to Process Within Document Library - View Docs w/Unassigned Location - Edit Docs to Process Documents - Upload Docs to Process Documents - Delete Docs to Process Documents - Accounts Payable - Docs To Process - View Docs to Process within Accounting - View Docs to Process Log - View Docs w/ Unassigned Location - Edits Docs to Process Documents - Delete Docs to Process Documents The [Permission Access report](/doc/docs/generating-a-permissions-access-report) can be used to determine which [user roles](/doc/docs/security-permissions-user-roles) or [users](https://help.restaurant365.net/support/login) already have these permissions assigned. All other users (including non-users, such as vendors) have the ability to upload Documents to Process using [AP Automation](/doc/docs/documents-to-process-uploading-files-with-ap-automation) or [FTP](/doc/docs/documents-to-process-uploading-files-via-ftp) when granted access to those upload methods ([R365-generated email address](/doc/docs/system-preferences-ap-processing-email) and FTP site credentials, respectively). --- ## Transaction Creation Experiences When creating transactions from Documents to Process, users may encounter different transaction entry experiences. The experience shown depends on user permissions, user preference settings, and whether [Capture AI](/doc/docs/ap-capture-ai) is enabled. ### Accounting Experience Users with Docs to Process permissions under Accounts Payable create [AP invoices](/doc/docs/ap-invoice-record) or [credit memos](/doc/docs/ap-credit-memo) using the accounting transaction entry experience. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/b99543a7-9f2b-4db0-874e-9b01d19dcf56.png) ### Operations/Inventory Experience Users with Docs to Process permissions under Food create [invoices](/doc/docs/ap-invoices-create-an-invoice) and [credit memos](/doc/docs/ap-credit-memos-create-a-credit-memo) using the operations experience. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BX2NMTNQ.png) ### Draft Transaction Details When Capture AI is enabled, documents open in [Draft Transaction Details](/doc/docs/draft-transaction-sidesheet) regardless of user permissions. In this experience, invoice and credit memo data is automatically extracted using Optical Character Recognition (OCR) and reviewed before the transaction is created. [**Legacy Draft Transaction**](/doc/docs/draft-transaction-sidesheet)**:** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-D7AN6DKO.png) **New** [**Draft Transaction**](/doc/docs/draft-transaction-details)**:** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BXYA4B6P.png) --- ## Documents to Process and Capture AI Documents to process serves as the intake point for [Capture AI](/doc/docs/ap-capture-ai) processing. When Capture AI is enabled, uploaded documents are processed using optical character recognition (OCR) to extract invoice and credit memo data. Depending on [system preference settings](/doc/docs/system-preferences-miscellaneous#fields-in-section-c), documents may: - Automatically generate draft transactions, or - Require user review in Draft Transaction Details before transaction creation. Capture AI does not replace Documents to Process and instead enhances the document-to-transaction workflow by reducing manual entry while preserving the option for user control. > Users retain the option to create transactions manually from Documents to Process. --- ## Related Pages and Screens ### Documents to Process Page The [Documents to Process page](/doc/docs/documents-to-process-page) is where uploaded documents are managed. It includes options to [upload](/doc/docs/documents-to-process-manual-upload), [archive](/doc/docs/documents-to-process-mark-as-archived), [comment](/doc/docs/documents-to-process-comments), [process](/doc/docs/documents-to-process-how-to-process-uploaded-files), [attach](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process), [manage](/doc/docs/manage-documents-in-documents-to-process), and create documents. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-E8SSEBUE.png) ### Documents to Process Saved Grid Views On the [AP Transactions page](/doc/docs/ap-transactions), two unique saved grid views are included to help review, add, and/or resolve issues for documents in the Documents to Process queue. These saved views include: - **Issues - Unapproved** - This saved view lists all unapproved transactions created through R365 Payments and that have an issue added by the R365 AP Entry Team or a System User. The issues listed on the AP Transaction appear in the designated column, either Issue Data Entry or Issue Customer Reported, depending on who noted the issue. - **Processed - Unapproved** - This saved view lists all Unapproved AP Transactions created through R365 Payments. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5G6UUI9O.png) Learn more about [Saved Grid Views](/doc/docs/working-with-list-views). ## Attachments Tab - Documents to Attach panel The following transactions include a Documents to Attach panel that is accessed from the Attachments tab of the record/transaction: - [Journal Entry](/doc/docs/journal-entry-record) (excluding the classic version) - [Payroll Journal Entry](/doc/docs/payroll-journal-entry-record) (excluding the classic version) - AP Invoice (Inventory version only) - AP Credit Memo (Inventory version only) - Bank Transfer - [AP Payment](/doc/docs/ap-payment-record) (excluding classic version) From panel, users can [select an uploaded transaction to store with the transaction/record](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-23XMAAZG.png) ### Transactions Screen The [Transactions Screen](/doc/docs/documents-to-process-page#transactions-screen) is accessed from Documents to Process by selecting attach from the action bar. It allows users to [attach uploaded documents to existing transactions](/doc/docs/attach-document-to-existing-transaction-in-documents-to-process#attach-a-document-to-an-existing-transaction-in-documents-to-process). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-W9B4LMIC.png) ### Activity Feed The [Activity feed](/doc/docs/activity-feed) displays a history of actions performed on the draft transaction and includes a comment field for adding notes. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GQOYP1CZ.png) Accounts Payable — payments a company owes to vendors. In Bank Activity, imported bank transactions can be matched to AP payments to confirm they've cleared the bank account. ## Related - [Upload Methods in Documents to Process](/documents-to-process-upload-methods.md) - [Restore Document to Docs to Process](/restore-document-to-docs-to-process.md) - [AP Automation Overview](/ap-automation-overview.md) - [FTP Site Overview](/ftp-site-overview.md) - [Supported File Types in Documents to Process](/documents-to-process-supported-file-types.md) - [Log and Errors in Documents to Process](/documents-to-process-log-and-errors.md)